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Job Description
Title :
Professional Assistant or Reports to :
John Reeves Employment Type :
Full-Time Position Overview :
A highly organized, detail-oriented, and proactive professional assistant to support our executive team. The ideal candidate will ensure the efficient functioning of the leadership team's activities including schedules, reports, presentations, and priorities. This is an excellent opportunity for a dynamic and professional individual to work closely with senior leadership in a fast-paced and collaborative environment.
Key Responsibilities :
Executive Support :
Provide high-level administrative support to the executive team, including calendar management, meeting coordination, expense reporting, and correspondence (email, mail, etc.). Assist with preparation of reports, presentations, and other business documents as requested by the executive team. Anticipate the needs of the executive team and act as a proactive problem solver.
Meeting and Travel Coordination :
Organize and manage meetings, including scheduling, preparing agendas, logistics, venues, meals, and following up on action items. Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries. Handle logistics for company events, board meetings, site visits and other executive functions.
Communication Management :
Serve as a point of contact for internal and external stakeholders, demonstrating professionalism in all interactions. Screen and prioritize communications, responding on behalf of executives when appropriate. Draft, review, and proofread correspondence to ensure clarity, accuracy, and tone.
Document and Data Management :
Maintain and organize confidential files, documents, and records. Prepare and distribute executive-level reports, presentations, and briefing materials. Ensure smooth coordination of workflow across teams and departments, keeping all relevant parties informed of key developments.
Special Projects :
Support the executive team with special projects as required, demonstrating flexibility and a willingness to take on new challenges.
Qualifications :
Experience :
Minimum of 3 years of experience in an administrative or executive assistant role, preferably supporting senior leadership.
Exceptional organizational and multitasking abilities. Strong written and verbal communication skills. High level of proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with project management tools (e.g., Asana, Trello) a plus. Ability to manage sensitive and confidential information with discretion. Excellent time-management skills with the ability to prioritize tasks in a fast-paced environment.
Personality Traits :
Proactive, resourceful, and adaptable. Positive attitude, with a high level of professionalism and attention to detail. Strong interpersonal skills, with the ability to work effectively in a team-oriented environment. Capable of anticipating the needs of the executive team and providing thoughtful solutions. Flexibility to occasionally work outside normal business hours as needed.
